May 21, 2015 Minutes

APPROVED BY THE PITTSFIELD SCHOOL BOARD

STATE OF NEW HAMPSHIRE
SCHOOL ADMINISTRATIVE UNIT #51
PITTSFIELD SCHOOL BOARD

MINUTES

Pittsfield School Board Meeting
Thursday, May 21, 2015
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Mike Wolfe, Chair
Gary Mullen, Vice Chair
Linda Freese, Secretary
Bea Douglas
Ray Ramsey

Others Present: John Freeman, Superintendent of Schools
Tobi Gray Chassie, District Administrator
Derek Hamilton, Dean of Operations
Donna Lehmann, Director of Student Services
Kathy LeMay, Director of Interventions
Ross Morse, Community Liaison
Sarah Rollins, Director of College and Career Readiness
Tucker Wolfe, Student Representative

Chairman Wolfe called the meeting to order at 5:31 p.m.

II. AGENDA REVIEW

The following items were added:
· Full time custodial position (Mr. Hamilton)
· Technology request (Mr. Hamilton)
· New positions at PES and PMHS (Mr. Hamilton)
· Drake Field surveillance (Mr. Hamilton)
· Softball field information (Mr. Hamilton)
· Health Insurance options (Dr. Freeman)
· Telephone system replacement (Dr. Freeman)
· Non-Public session – two student issues and one personnel issue (Dr. Freeman)

III. APPROVAL OF AMENDED AGENDA

On a motion made by Mr. Mullen and seconded by Mr. Ramsey, the Board unanimously approved the agenda, as amended.

IV. APPROVAL OF PREVIOUS MEETING MINUTES

On a motion made by Mr. Ramsey and seconded by Mr. Mullen, the School Board approved the minutes of May 7, 2015, as written.

V. PUBLIC INPUT

Mr. Morse informed the School Board that the Foss Family Scholarship Committee made decisions to award $37,000 this year in scholarships, which brings the total awarded since the inception of the Scholarship program to approximately $250,000. Mr. Morse acknowledged Administrative Assistant Lyndsey Blanchette for her work with the scholarship organization, stating that she works diligently to make sure the process runs smoothly.

VI. DEAN OF INSTRUCTION

A. SPRING STUDENT LED CONFERENCES AND PARENT TEACHER CONFERENCES

Ms. Harvey provided the Board with statistics related to parent attendance at parent teacher conferences at PES and student led conferences at PMHS.

VII. DIRECTOR OF STUDENT SERVICES

A. SECTION 504 HANDBOOK

Ms. Lehmann distributed a draft of a Section 504 Handbook for the Board consideration at the subsequent Board meeting. She explained several of the changes that have been made, including language changes to ensure greater access by parents.

B. DEPARTMENTAL UPDATES

Ms. Lehmann provided the Board with student enrollment statistics. She stated that there are more kindergarteners with disabilities enrolled than previously anticipated.

VIII. DEAN OF OPERATIONS

A. TRANSITION LETTERS

Mr. Hamilton provided the Board with copies of the letters that were sent to parents of sixth graders transitioning to seventh and eighth graders transitioning to ninth grade.

B. SENIOR EVENT LETTER

Mr. Hamilton provided the letter that was shared with seniors and mailed home to parents / guardians. The letter highlights graduation policies, which requires seniors to complete all graduation requirements, including community serve and financial obligations, prior to graduation rehearsals and other graduation-related events.

C. LEGISLATIVE CONFERENCE

Mr. Hamilton reported on the experience of six students who participated in a Department of Education conference on competency based education. The students were on a panel and were remarkably articulate and informative.

D. FULL-TIME CUSODIAL POSITION

Mr. Hamilton explained the Board that there are two vacant part time evening positions, one at PES and one at PMHS. He recommended combining the two part time positions into one in order to provide greater flexibility and a greater likelihood of filling the position with qualified candidates with the position enjoying full time status and benefits.

On a motion made by Ms. Douglas and seconded by Mr. Mullen, the Board approved combining two part-time custodial positions into one full-time position.

E. NEW POSITIONS

Mr. Hamilton reviewed the recommendation made at the previous Board meeting to add two new positions and upgrade an existing position; these include an additional math / science teacher at PMHS, a part-time behavior specialist, an upgrade of the PMHS student support specialist to a professional level position. He reviewed the financial information that supports the hiring of new employees.

On a motion made by Mr. Mullen and seconded by Ms. Douglas, the Board approved the recommendation to add three new positions, accepting the financial plan for the funding of these positions.

F. TECHNOLOGY REQUISITION

On a motion made by Mr. Wolfe and seconded by Ms. Freese, the Board approved the expenditure of approximately $1,200 for software that has been recommended by the district’s technology director.

G. DRAKE FIELD SUVELILLANCE CAMERAS

Mr. Hamilton provided the Board with information regarding the proposed installation of surveillance cameras at Drake Field. Because existing trees will block the view from one of the cameras, the recommendation that the trees be removed was suggested. The only alternative is to bury two-inch conduit and five cables underground. Joe Darrah Enterprises has offered to remove the trees at the cost of labor and gas, which is estimated to be $400. This option could also include planting new trees for an added cost.

Ms. Douglas suggested that trash cans be purchased for Drake Field, which according to Mr. Hamilton has already been accomplished.

On a motion made by Mr. Mullen and seconded by Mr. Ramsey, the Board voted to approve the plan to cut trees and install the surveillance cameras as planned. Ms. Freese, Mr. Ramsey, Mr. Mullen, and Mr. Wolfe voted in the affirmative and Ms. Douglas opposed the motion.

H. SOFTBALL FIELD INFORMATION

Mr. Hamilton informed the Board that the Drake Field Committee met and organized a list of the reasons for a softball field to be installed at Drake Field. The list was shared with the Board.

Ms. Douglas expressed her concern about spending the amount of money that the project will require when the interest in softball seems to be diminishing. Dr. Freeman suggested Mr. Hamilton work with Mr. Darrah to collect data that would show any trends in the future of softball, both in Pittsfield and in the region.

IX. STUDENT REPRESENTATION

Tucker Wolfe reported that the Site Council voted unanimously to extend all expiring terms to June 10, 2015, in order for new members to be elected and/or appointed for the 2015-2017 term.

Tucker explained that Mr. Hamilton vetoed the late start Wednesday proposal that was approved by the Site Council on May 6, 2015. Mr. Hamilton explained to Site Council that the proposal did not provide clear objectives, action steps, or measures of success.

Mr. Wolfe asked how many students will be leaving the Site Council. According to Mr. Hamilton, twelve seats will be vacated, including both students and adults. Some students leaving the Council are seniors and other underclassmen who may be re-elected

X. DIRECTOR OF COLLEGE AND CAREER READINESS

A. NEW HAMPSHIRE SCHOLARS

On Wednesday, June 3, 2015, according to Dr. Rollins, eight senor scholars will attend the New Hampshire Scholars Day event in Manchester. The event celebrates the accomplishments of our students.

B. AWARDS

Dr. Rollins explained that the Awards Committee will be convening this month to choose the recipients for senior awards.

C. SENIOR UPDATE

Dr. Rollins reported an update on the status of seniors who have been identified as in danger of not graduating due to unmet requirements. The students have been closely monitored by members of the administrative leadership team. There are five students who may not be able to participate in graduation ceremonies.

Members of the Board agreed that this is not an acceptable situation and the goal needs to be for all students to be prepared to graduate on time. Mr. Ramsey asked if there was data available to show the progression of these students over time and wondered if they have been struggling during all four years, not just in the final year. Dr. Rollins agreed to provide the Board with periodic reports on all students, grades nine through twelve, on their progress toward graduation.

Ms. Freese asked if reports of students struggling are shared at student led conferences. Dr. Freeman stated that the report of students’ potential failure came as a surprise to him and that work is being done now to ensure this situation does not repeat next year. Ms. Douglas stated that she would like to know how the administration can be supported to ensure that corrections are made.

XI. DIRECTOR OF INTERVENTION

A. KINDERGARTEN REGISTRATION

A parent information night was held for incoming kindergarten students. Eight families out of thirty one registered families attended the event. Ms. LeMay has reflected on the participation rate and is considering ideas to attract more families in the future.

Ms. LeMay explained that the registration procedures were changed in order to decrease the time it took away from the operation of kindergarten. The screening process was shortened and was considered successful. A “jump start” program will be provided to students identified in the registration process.

B. TITLE I SUMMER PROGRAM

Ms. LeMay explained that the summer program planned for 2015 has been expanded to include a greater number of students. Tutoring will be provided for Title I students who are transitioning to seventh grade.

XII. DISTRICT ADMINISTRATOR

A. AMBASSADOR PROGRAM

Ms. Chassie reported that the Ambassador Program is fully up and running. The students are doing a fantastic job of providing guests with a warm welcome and thorough tour of the school. Dr. Freeman recently provided the ambassadors with a training on public speaking.

B. CALIFORNIA VISIT

Thirteen Pittsfield educators recently visited four schools in California. The group will be meeting to organize the information received and discuss the ways in which it will be used to make improvements in our district.

C. COMMUNICATION

Our journey map is making good progress and will be unveiled at Exhibition Night on June 11, 2015. At 5:30 p.m., a dedication ceremony will take place at the site of the installation.

D. NELLIE MAE EDUCATION FOUNDATION

The official launch of the next three years of the grant took place in Boston on May 11, 2015. Information was received that will be helpful in our ability to meet the expectations of the Nellie Mae Education Foundation.

E. POLICY AUDIT

A policy audit, required by the Nellie Mae Education Foundation and facilitated by Bill Bryan of the Center for Secondary School Redesign will take place on May 30, 2015, at 8:00 a.m. in the PMHS media center.

F. VISITATIONS

Visits from Yorkville, Illinois, SchoolWorks, and the University of Massachusetts will be the final visits to PMHS for this year.

XIII. SUPERINTENDENT

A. HEALTH INSURANCE OPTIONS

Dr. Freeman explained that seven plans are currently offered to employees. He suggested that two plans that are not being accessed be eliminated as options.

On a motion made by Ms. Douglas and seconded by Mr. Ramsey, the Board approved the elimination of two health insurance plans.

B. TELEPHONE SYSTEM REPLACEMENT

Dr. Freeman distributed the results of the bidding process for the new telephone system. On a motion made by Mr. Mullen and seconded by Mr. Ramsey, the Board approved the bid from Corporate Data and Voice Solutions from Salem, New Hampshire, for $64,163.32 for replacement of the district’s telephone system.

C. PMHS GYM FLOOR

Attorney Philpot, according to Dr. Freeman, has informed the district that the PMHS gym floor can be rectified before the next school year.

D. HARRIMAN COSTS

Dr. Freeman provided the Board with the total cost of Harriman for their work on the pellet proposal, which was $21,913.94.

E. SCHOOL RESOURCE OFFICER PROPOSAL

According to Dr. Freeman, Chief Cain and Detective Webber met with him to discuss the possibility of a school resource officer for PMHS. The Chief has proposed a grant application in the COPS program. Information was provided for the Board to review. Chief Cain will be present at the June 4 meeting to discuss this potential project. Dr. Freeman suggested members of the Board provide him with any questions they have so that the Chief can be prepared with answers.

F. SCHOOL BOARD MEETING

A proposed schedule for upcoming meetings was shared with the Board. Final decisions about a calendar of meetings will be made at the next meeting.

XIV. PUBLIC INPUT (Second Session)

Mr. Morse questioned his concern for struggling seniors and wondered if these students were struggling before their senior year or if it was a cumulative effect of their work over four years. Dr. Freeman stated that in the future the administration will be better equipped to answer that question.

XV. NEXT MEETING

The next School Board meeting is scheduled for Thursday, June 4, 2015, at 5:30 p.m. at the Pittsfield Middle High School.

XVI. PUBLIC SESSION (2nd Session)

Mr. Morse question the building of a softball field and suggested consideration be given to assisting in the improvement of the Tilton Hill ball field instead, especially in light of the recent low interest by students in spring athletics.

XVII. NON PUBLIC SESSION

At 6:55 p.m., a motion was made by Mr. Mullen and seconded by Ms. Freese to enter into non-public session to discuss employee compensation pursuant to RSA 91-A:3, II (c). The Board was polled and voted unanimously (Ms. Douglas, yes; Ms. Freese, yes; Mr. Mullen, yes; Mr. Ramsey, yes; Mr. Wolfe, yes) to enter into a non-public session.

A. STUDENT ISSUES

Dr. Freeman, with assistance from Dr. Rollins and Mr. Hamilton, advised the Board on two student issues.

B. PERSONNEL ISSUE

Dr. Freeman, with assistance from Ms. LeMay, advised the Board on a personnel issue.

No action was taken in non-public session.

At 7:08 p.m., a motion was made by Mr. Mullen and seconded by Ms. Douglas to exit from non-public session and to re-enter into open session. The Board was polled and voted unanimously (Ms. Douglas, yes; Ms. Freese, yes; Mr. Mullen, yes; Mr. Ramsey, yes; Mr. Wolfe, yes) to exit from the non-public session and to re-enter into open session.

XVIII. ADJOURNMENT

On a motion made by Mr. Mullen and seconded by Ms. Freese, the Board voted unanimously to adjourn the meeting at 7:09 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary